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You can get to the Project Information window by double clicking on a project from any grid or tree that lists projects, by right clicking on any project from any tree or grid that list projects, or by using the Quick Search on the bottom of the e-manage main window. Don’t forget to use your Function Key Shortcuts to quickly access the Quick Search and your Project(s).
Users can also use the e-manage Web Portal to view and edit project information.
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The Project Name field is searchable in the Main Search and other searches throughout e-manage so it should have enough information to mean something to other users that will see the project in Current Opportunities, Backlog and other grids. This is a required field for the initial entry of a project. We highly recommend creating consistencies and naming conventions. If you need help coming up with any consistencies please reach out to us for support!
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The Project Type drop down list box controls whether or not the project requires implementation (although this can be overridden after the project type is chosen) and also determines what work flow Action Items will be available to request throughout the process. One of the side benefits of this work flow association is that you can set the project to different types during your entire process and only the work flow action items associated with it will be available to choose from. So, you could have a project type called "Preliminary" to set the project before it becomes an order and have a completely separate work flow than when it becomes an order switching it to "Order". The Project Type also determines the Surveys that are available to the project. Your administrator builds the surveys, so if you see changes that need to be made, see your administrator.
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What you type in the Scope of Work text box will depend on your company policy, however, we recommend that this be a complete description of what other people in your company will need to know in order to quote, order, bill and install the project. You can type as much text as you need to describe the project, but we also give you a Scope Builder to save and re-use commonly used items for the scope of work if that is the way your company works. To use the builder, click the "Scope Builder" (see Using Builders) button and check the "Apply" Checkbox. The Scope of Work is required for the initial entry of a project, but can be edited at any time. The scope of work will show up on the Work Order when printed from the Implementation Calendar.
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The "Tax Exempt" checkbox is automatically set by whether or not the end user Company Location Tax Exempt Status is set to Tax Exempt (see Tax Exempt Checkbox). Depending on your individual rights, this checkbox may or may not be available for you to check or uncheck. Please see your administrator if you do not have the ability to change this checkbox and you think you should.
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The Direct Bill checkbox is used for Direct Bills to your Manufacturer and Government Sales. It is a filterable field in grids and in the analysis of Orders and Projects. See Direct Bill ProjectsBills / GSA for additional information.
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The Next Touch Type drop down list box and Touch Date Box is a set of tasks that a salesperson can set for themselves to keep the project moving through the process (the values in the list box are set by your administrator, if you think the values should change, see your administrator). Salespeople do not generally have action items that assign to them, so this is a way to set an action item like task for them. Next Touch information goes onto the Salesperson's Events Calendar once a Next Touch Date is set. Once set, the Next Touch can be dragged and dropped on the calendar to reschedule. You can also set the Type and Date by right clicking on a project from any grid or tree where projects are listed. See Using Next Touch Functionality in this manual for more information.
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The Furniture Dealer / Architect or Associate 1 / Associate 2 boxes (the labels will differ depending on your industry) allow you to associate company locations with the project and analyze how many projects (or which projects) outside companies have been associated with. This list box is populated by setting the Architect, Furniture, or Associate checkbox on the company location window (see Company Settings for additional info). You can only choose from the list with these boxes, you cannot just type in an arbitrary company name. You can also supply a contact you are working with from these by typing in a name in the contact box underneath each drop down list box. The contact field here is a free-form and does not save anywhere to the system except for in the Project Information.
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The End User Company Location will be filled out initially with the Company Location (or the contact's Company Location) you started the project from. You can change the end user at any time. See the Company Labels section of this manual for more information on how to change it.
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The Project Contact section allows you to associate any contact already existing in your database, no matter what company they are associated with, with this project. This allows you to find projects in the Main Search tool by looking up the contact record of any associated contact and switching the "Search For" to "Projects".
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Using the mail merge button while one or more contacts are selected opens the Perform Mail Merge window and places all of the selected contacts into the recipients list box. For more information on mail merges, see Perform Mail Merge from a Contact. This is one of only 2 ways to get project information to merge into a mail merge.